What You Need for a Hospitality Trade Fair

A hospitality trade fair needs more than stands and display tables. You also need a working registration area, enough seating, catering equipment, serving ware, chilled storage and reliable power for laptops and screens. Order or reserve items against your final exhibitor and visitor numbers, then check deliveries before opening day. This list helps you cover the practical supplies that are easy to overlook, especially refrigeration, extension leads, glassware and badge materials.

Use this plan

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Trade fair systemsqty 20
Tablesqty 30
Folding chairsqty 120
Bar stoolsqty 20
Buffet tablesqty 6
Registration deskqty 2
Coat racksqty 3
Waste binsqty 12
Patio chairsqty 20

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Wine glassesqty 150
Beer glassesqty 150
Platesqty 200
Dessert platesqty 150
Cutlery setsqty 200
Serving spoonsqty 20
Serving plattersqty 30
Serving traysqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 4
Refrigeratorsqty 3
Coolersqty 6
Food warmersqty 8
Induction hobsqty 4
Extension cordsqty 12
Power stripsqty 15
Laptopsqty 3
Screensqty 3
Projectorsqty 2
Projection screensqty 2
Microphonesqty 3
Speakersqty 4

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 12
Serving spoonsqty 12
Coolersqty 4
Food thermometersqty 3
Food storage containersqty 30
Aluminum foilqty 6
Cling filmqty 6

Decorations

Stand signsqty 20
Tablecloth setsqty 20
Plantsqty 20
Menu standsqty 20
Name badge holdersqty 30
Wristbandsqty 250
Name badgesqty 250
Badge holdersqty 250
Directional signsqty 20
Program standsqty 8

Lighting

LED spotlightsqty 20
Mood lightingqty 10

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 30

Catering

Groceries
- Coffee beans - 8 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 300 bags
- Green tea - 150 bags
- Herbal Tea - 150 bags
- Sugar sticks - 600 pieces
- Sweetener - 300 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 10 liters
- Coffee cream - 6 liters
- Honey - 2 jars
- Lemons - 4 kilos
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 40 bottles
- Coca-Cola Zero - 40 bottles
- Orange soda - 24 bottles
- Ice tea - 24 bottles
- Tonic - 24 cans
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 240 bottles
- Alcohol-free beer - 80 bottles
- White wine - 24 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Ice cubes - 40 kilos
- Baguettes - 20 pieces
- Mini bake-off rolls - 300 pieces
- Whole wheat bread - 12 loaves
- Ciabatta - 20 pieces
- Unsalted butter - 3 kilo
- Cream cheese - 3 kilos
- Young cheese - 6 kilo
- Brie - 4 kilo
- Hummus - 4 kilos
- Smoked salmon - 3 kilos
- Cooked ham - 4 kilos
- Roast beef - 3 kilos
- Cucumbers - 6 kilos
- Tomatoes - 8 kilo
- Arugula - 2 kilos
- Lettuce - 4 heads
- Peppers - 4 kilos
- Red onions - 2 kilos
- Grapes - 8 kilos
- Apples - 10 kilos
- Pears - 6 kilos
- Bananas - 6 kilos
- Berry mix - 4 kilos
- Herb butter - 2 kilo
- Pesto - 2 kilos
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Balsamic vinegar - 1 liter
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Chives - 250 grams
- Parsley - 250 grams
- Nut mix - 5 kilos
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Olives - 4 kilos
- Sun-dried tomatoes - 2 kilo
- Mini spring rolls - 300 pieces
- Mini quiches - 250 pieces
- Meatballs - 250 pieces
- Vegetarian bitterballen - 250 pieces
- Mini brownies - 250 pieces
- Mini muffins - 250 pieces
- Macarons - 200 pieces
- Gluten-free sandwiches - 40 pieces
- Vegan sandwiches - 50 pieces
- Vegetarian sandwiches - 50 pieces
- Allergen labels - 2 rolls
- Napkins - 1200 pieces
- Paper cups - 600 pieces
- Stir sticks - 600 pieces
- Cocktail picks - 500 pieces
- Baking paper - 4 rolls
- Food storage bags - 300 pieces
- Food containers - 100 pieces
- Trash bags - 100 pieces
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Dish soap - 6 bottles
- Dishwasher tablets - 100 pieces
- Disinfectant - 6 bottles
- Surface cleaner - 6 bottles
- Hand sanitizer - 12 bottles
- Toilet freshener - 12 pieces

Tips

Plan the registration desk before ordering furniture: allow space for laptops, badge sorting and a queue, rather than placing it directly in a narrow entrance.
Count tableware by service, not just by guest. For each planned catering round, allow at least one plate, glass or cup and cutlery set per person, plus 10–15% spare stock.
Check coffee machines, kettles, refrigerators, coolers and food warmers at least one day before the fair. Confirm that every appliance has a suitable power connection and that chilled products can be stored safely.
Pack extension cords and power strips by zone, with separate supplies for registration, exhibitor screens and catering. Bring at least one spare laptop charger and label equipment before it leaves for the venue.
Reserve waste bins, coat racks and buffet tables as early as the main furniture. These are often left until the final week, when venue stock may already be allocated to another event.

Frequently asked questions

What should I buy for a hospitality trade fair?: You will typically need booth and registration furniture, tables and chairs, coffee and water service items, catering equipment, waste bins, power supplies, laptops and screens. Match quantities to your confirmed exhibitor and visitor headcounts, then add 10–15% spare tableware.
How many glasses and plates do I need for a trade fair?: Allow one item per person per service for plates, dessert plates, coffee cups, tea glasses and water glasses. For wine or beer tastings, count the planned tasting rounds and add at least 10% extra to cover breakage, late arrivals and replenishment.
When should I order trade fair supplies?: Place furniture, equipment and printed-material orders as soon as the venue and booth layout are confirmed, ideally at least 2–4 weeks before opening. Confirm final headcounts and catering quantities during the final week.
What technical supplies are needed at a hospitality exhibition?: Prepare laptops, screens, extension cords and power strips for registration and exhibitor areas. Test every screen and laptop at least one day before opening, and bring spare cables or chargers for the equipment most critical to check-in and presentations.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.